Coordinator, Corporate Records

City of Medicine Ha; Medicine Hat; On-site; CAD 61,000 - 75,000; Full time

Benefits offered by this job

Relocation assistance available

Job summary

The City of Medicine Hat is seeking a Corporate Records Coordinator to lead the Records and Information Management program, ensuring effective lifecycle management of electronic and physical records and compliance with legislation. You will develop policies, processes, and systems that support secure access, retention, and disposal.

Responsibilities include administering the EDRMS (SharePoint), maintaining classification structures, leading projects, and providing training city-wide.

Qualifications

• Diploma in Records and Information Management or related field.
• 3 years of intermediate-to-advanced experience in Records and Information Management (RIM); municipal government experience is an asset.
• Ongoing training in records management certifications (e.g., ERMS, ARMA)</
• CRM/IGP/CIP or similar certification is an asset.
• CIAPP or privacy management program training is an asset.
• Equivalent education/experience may be considered.

Responsibilities

• Coordinate and continuously improve the City's Records and Information Management Program.
• Classify, retain, protect, archive, and dispose of records per legislation and policy.
• Administer the electronic records management system, including access, upgrades, and vendor support.
• Maintain classification structures, retention schedules, and metadata standards.
• Lead records management projects and system implementations.
• Provide training and guidance on records management, access to information, and privacy.
• Collaborate with departments to support business continuity and disaster recovery.
• Prepare reports, budgets, procurement documents, and recommendations.
• Support access to information requests within timelines.

Skills

Records management

SharePoint

MS Office

Analytical skills

Policy development

Project management

Organization

Stakeholder engagement

Discretion

Education

Diploma in Records and Information Management

Tools

SharePoint

Job description

Join the City of Medicine Hat as a Coordinator, Corporate Records

Permanent | Full Time | On Site
Starting at $68,120/year | Relocation assistance available

The Corporate Records Coordinator leads the City's Records and Information Management program, ensuring electronic and physical records are effectively managed throughout their lifecycle. This role develops and maintains policies, processes, and systems that support secure access, classification, retention, and disposal while ensuring compliance with legislation, industry standards, and organizational needs. As a trusted advisor, you'll provide guidance and expertise that strengthens records management practices across the organization.

How you'll own it

• Coordinate and continuously improve the City's Records and Information Management Program.
• Ensure physical and electronic records are appropriately classified, retained, protected, archived, and disposed of in accordance with legislation and policy.
• Administer the electronic document and records management system, including user access, upgrades, troubleshooting, integrations, and vendor support.
• Maintain classification structures, retention schedules, metadata standards, policies, and disposition processes.
• Lead records management projects, system implementations, records migrations, compliance audits, and legal holds.
• Provide organization-wide training, technical advice, and ongoing support related to records management, access to information, and privacy.
• Collaborate with departments and Information Systems to support business continuity, disaster recovery, and the protection of critical information assets.
• Prepare reports, plans, budgets, procurement documents, and recommendations related to records management services and technology.
• Support access to information and privacy requests in accordance with applicable legislation and established timelines.

What you bring

• Experience administering an Electronic Document and Records Management System, such as SharePoint.
• Strong knowledge of records and information management best practices, applicable access and privacy legislation, and relevant ARMA and ISO standards.
• Advanced proficiency with Microsoft Office, databases, information retrieval systems, and related technology.
• Excellent analytical, research, problem-solving, and troubleshooting abilities.
• Experience developing policies, procedures, business plans, and other complex documentation.
• Strong project management, change management, communication, and presentation skills.
• Exceptional organization and attention to detail, with the ability to manage competing priorities and deadlines.
• The ability to work independently, build collaborative relationships, and provide excellent client service.
• Sound judgment, professionalism, and discretion when handling confidential or sensitive information.

Qualifications

• Successful completion of a Diploma in Records and Information Management or a related field from a recognized post-secondary institution.
• Three (3) years' experience working at an intermediate-to-advanced level in RIM. Experience in a municipal government setting would be an asset.
• Ongoing training in records management certifications, such as AIIM Electronic Records Management Certificate program (ERMS Specialist); Enterprise Content Management Master Certification; and other training and certifications recognized by ARMA (Association of Records Management Administrators).
• Having accreditation as a Certified Records Manager (CRM), Information Governance Professional (IGP), Certified Information Professional (CIP) or other RIM certification, would be considered an asset.
• ATIA/POPA training including Managing a Privacy Management Program; Certificate in Information Access and Protection of Privacy (CIAPP) considered an asset.
• A management approved equivalent combination of education and experience may be considered.

Why you'll love working with us

We show up with accountability, care, and teamwork - every day, with every person. Our values guide how we work together, serve our community, and support one another so we can deliver exceptional public service.

• Collaborative team culture: Be part of a supportive environment where we Team Up to deliver great community outcomes.
• Career growth and development: We encourage you to Be Curious, offering training and development that fosters continuous learning.
• Competitive total rewards: Comprehensive benefits, pension, health and dental coverage, and competitive compensation.
• Flexibility & work life balance: Our commitment to Service with Care includes supporting your wellbeing at work and at home.

Want a deeper look at what it's like working with us? This page outlines the values and behaviours that guide our work every day.

Life in Medicine Hat

With over 330 days of sunshine each year, Medicine Hat offers an exceptional quality of life. Enjoy beautiful parks, vibrant cultural experiences, short commute times, and a relaxed cost of living-along with abundant opportunities for outdoor recreation in every season. Whether you're relocating or returning to southern Alberta, you'll find a welcoming community that's an excellent place to live, work, learn, and play. Opportunity Awaits – Move to Medicine Hat.

#brightideas

#LI-KH1